How to organise a company quiz that runs smoothly

Start with the date, venue and expected headcount, then build the quiz around the time available. Confirm registrations early so you can collect dietary requirements, create balanced teams and print the right number of answer forms. Prepare and check the questions before you design the presentation or connect the technology. On the day, leave enough time for tables, team cards, drinks, snacks and a full projector and microphone test. The tasks and equipment list below keeps the setup in the right order.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve venue
2
Confirm quiz date
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Set quiz themes
2 people
7
Prepare quiz questions
2 people
8
Check answers
2 people
9
Create tie-break questions
10
Develop quiz rounds
11
Assemble teams
12
Communicating team assignments
13
Print response forms
14
Create the quiz presentation
15
Choose music for quiz rounds
16
Test equipment in advance
2 people
17
Do the shopping
2 people
18
Collect prizes
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Prepare quiz materials
2 people
22
Set up tables and chairs
4 people
23
Connect the technical equipment
2 people
24
Hang decorations
2 people
25
Set up the buffet and bar
2 people
26
Set up the registration table

Event

27
Welcome guests
3 people
28
Guide teams to tables
2 people
29
Explain the rules
30
Present quiz rounds
31
Serve snacks
2 people
32
Refill drinks
2 people
33
Collect responses
2 people
34
Check answers
3 people
35
Serve dinner buffet
3 people
36
Announce the final standings
37
Present prizes
2 people
38
See off guests
2 people

Aftercare

39
Collect materials
3 people
40
Sort and remove waste
2 people
41
Wash dishes
3 people
42
Clean the venue
3 people
43
Disconnect equipment
2 people
44
Return rental items
2 people
45
Store leftover groceries

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 2
Registration desk

Tableware

Reusable drinking glassesqty 60
Reusable wine glassesqty 50
Reusable platesqty 60
Reusable cutleryqty 60
Coffee cupsqty 50
Serving plattersqty 10
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Timerqty 2
Coolersqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Chilled tablewareqty 4
Thermos flasksqty 4

Quiz materials

Answer formsqty 60
Pensqty 60
Team badgesqty 8
Score sheetsqty 10
Answer paddlesqty 8
Foldersqty 8
Prizesqty 3

Decorations

Balloonsqty 50
Buntingqty 6
Tableclothsqty 8
Themed decorations

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 4
Cleaning clothsqty 8
Washing-up tubsqty 2
Broom and dustpanqty 2
Mop

Catering

Groceries

Tips

Confirm the quiz date and venue before sending invitations. Set a registration deadline at least 10 days before the event so you have time to process replies, collect dietary requirements and assemble teams.
Write the quiz in rounds, then check every answer and prepare tie-break questions before creating the presentation. Aim to finish the complete question set at least 7 days ahead, rather than writing questions during setup.
Plan the room for teams first: place tables and chairs so every group can see the projection screen and hear the speakers. Keep an inscription table near the entrance and leave clear routes to the buffet and bar.
Test the laptop, projector, screen, speakers, microphone, HDMI cable, extension cords and power strips together at least 1 day before the quiz. A separate sound check catches problems that a projector-only test will miss.
Prepare one answer form and enough pens for every team, plus spare copies, team cards and the timer. Put prizes, chilled drinks and snacks in place before guests arrive so the quiz can start on time.

Frequently asked questions

How far in advance should I organise a company quiz?: Set the date and reserve the venue at least 4 weeks ahead if possible. Send invitations soon after, then close registrations around 10 days before the quiz so team sizes, dietary requirements and catering quantities are known.
How many questions should a company quiz have?: For a quiz lasting about 2 hours, plan roughly 40 to 60 questions across several rounds, allowing time for answers, marking and breaks. Prepare tie-break questions as well, even if you expect a clear winner.
When should I test the technology for a company quiz?: Test the laptop, projector, screen, speakers and microphone at least 1 day before the event using the actual presentation. Repeat a short sound and image check when setting up, because cables and power connections may have changed.
How many answer forms and pens do I need?: Prepare one answer form per team for every round, plus at least 10% spare copies. Provide two pens per team so one missing or faulty pen does not delay the quiz.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.